In 2020, we saw a massive rise in remote work due to COVID, and it’s a trend that appears to be sticking around. Now, leaders must take a renewed look at data security now that the look of the modern office has changed.
Thankfully, it’s easy to secure your business processes and business-sensitive information while your network stays safe from being manipulated, accessed, or even destroyed by cyberattacks.
Here are four of our favorite tools and add-ons that can quickly boost security within your business:
1. Secure Print
Secure print is already available on most office network printers and computers without requiring additional downloads or complicated steps. This makes it a great way to see a significant impact quickly. By integrating advanced programs like PaperCut, you even add an extra level of security and savings.
So, what exactly is secure printing? Once a user clicks print, your device won't actually finish the job until the user completes an additional interaction. Usually, this involves entering a unique pin code or card swipe at the device itself, though there are other options for the job to be released.
This benefits a company by reducing the number of prints altogether. Imagine how often employees click print before realizing they don’t need it? By creating an extra stage in the print process that requires end-user interaction, people will literally have to think twice before sending a job.
It also creates an incredible security level as the pin code or card swipe requirement locks down prints until the correct individual is physically there to retrieve them. Now, it’s ensured that sensitive information never sits unattended in a paper tray—and potentially falling into the wrong hands.
Secure print is also fantastic for companies who have employees with remote printing capabilities. First off, it eliminates the possibility of a remote worker accidentally sending a sensitive document to print out at the office.
Also, team members working from home can send a print job to the office and later pick it up. Instead of sitting unattended at the printer, these job data will remain stored within the device until the team member arrives on-site and allows the release.
During security outages or disruptions with print devices, secure print is also handy. When the device is down, jobs back up in the print queue. As the print devices come back up, all print queue jobs come flying into the print tray—whether they're still needed or not.
This wastes paper and can expose sensitive data. Instead, the jobs will go straight into the local print storage where the jobs will wait to be released—and can be easily deleted if no longer needed.
2. Embedded Web Servers (EWS)
The Embedded Web Server (EWS) is a powerful tool used to configure, adjust, or troubleshoot print devices remotely. Like secure print, EWS is available on mostly all office Network print devices from the get-go. As a print device web page, the EWS is accessed via typing in the printer's Hostname/IP address into your browser.
You can do many awesome things with the EWS of a print device that can increase security. But first, the EWS must be locked with a secure password—a critical rule even if you don’t plan on using your EWS as it’s a built-in tool. The EWS allows for remote manipulation of the device, so you need to ensure that only those intended to admin the device can manipulate it.
After securing the EWS page, businesses must also lockdown any unused printer features using the EWS page. For example, if a network printer has a USB port, but that USB port isn’t used, disable the US port setting. This eliminates hackers or data thieves from gaining access routes to the device.
So, changing EWS settings to increase the print security of your network is one bonus. But, are there more scenarios? Absolutely!
EWS admins can remotely reboot a device, check toner levels, or troubleshoot a machine without ever having to step foot in the office. Remote control features can be a HUGE boon for the admin or local IT management team during COVID-19 or long-term remote workers.
3. HP Smart Device Services (SDS)
Although only available on HP devices, the device management tool HP Smart Device Services (SDS) offers the ability to view an incredible amount of information on a device remotely. The easy-to-review list format gives admins or your managed print service provider the ability to see device history, issues within devices, provide superior remote troubleshooting, and more.
SDS is a lightweight tool that is accessed via a license from HP’s SDS Cloud site portal. There are licensing costs, but the hardware needed is much lower. It’s also able to be set up to work with multiple different networks.
As for the impact on print security, SDS gives IT and device managers the ability to see the status of multiple devices on their office network. If multiple devices are visibly showing signs of issues, you’ll be able to respond incredibly quickly.
4. HP Webjet Admin
Another excellent device management tool is HP Webjet. This fleet management tool has several features that will boost office security. Bonus: it works with non-HP devices, though with some limited functionality.
In essence, it can do almost everything that SDS can do—and then some! In addition to SDS' remote capabilities, device history, and reboot capabilities, HP Webjet also offers the advantage of a more robust and responsive fleet management platform while giving admin and IT extra support in troubleshooting and monitoring devices. HP Webjet also lets you set up comprehensive metrics and reporting of the device status.
For print security, HP Webjet can push out printer configuration changes en masse. Especially for large companies, this would save tons of time when rolling out policy changes or updates for print devices across your organization.
Ultimately, SDS would be more beneficial to service providers because it exists on HP’s network. HP Webjet works best for IT teams that desire to keep a monitoring tool on their own network.
Another difference between SDS vs. HP Webjet: SDS can be used without an in-house server installed. But it’s more expensive through licensing than HP Webjet.
These are just some of the great tools and tips that can boost office security. Learn more by contacting the print security pros at imageOne! We have 30 years of experience building a smarter office environment designed to save you time and money. Schedule a free, no-obligation consultation call today!